Define the sample type and its limits
Ask whether the review covers a reference product, a branded sample or a complete set in the proposed materials. A reference product can demonstrate scale without demonstrating the eventual print result. A digital mockup can communicate arrangement without proving internal fit. Record those distinctions in the review request. If a component is temporary or substituted, identify it explicitly so that general approval does not accidentally become approval of every detail shown.
Use a checklist tailored to the actual project
Check the product identity and contents, followed by the logo, wording, position and proposed application. Examine closure, access to the items and the location of the card. Add project-specific points such as matching a recipient’s name. A focused checklist is more useful than a long generic document that nobody can relate to the gift. Photograph observations with the relevant area identified instead of relying on an instruction such as make it better.
Separate observations from approval decisions
Collect comments in one record that distinguishes accepted details, requested changes and items not yet checked. Assign someone to reconcile feedback from marketing, procurement and management before it reaches the supplier. Approved with changes is incomplete unless it explains exactly what changes and whether another review is necessary. A product or material substitution can affect previously accepted details, so the project owner should decide which checks need to be repeated.
A hypothetical welcome-box review
Imagine a box containing a notebook, pen and card. The team accepts the logo size but notices that the card covers the pen’s lifting point. It neither rejects the whole concept nor approves the complete set. Instead, it records acceptance of the branding and asks for the card position to change, followed by another removal and closure check. This example describes decision-making, not a promise about alteration costs or turnaround, which depend on the actual order.
Connect approval to the production version
Retain reference photographs, final artwork and the product list under a clear version reference. Record who approved it, what the approval covers and how later substitutions will be reviewed. A Brandkom presentation or a PDF from the free Studio can consolidate visual decisions, but it does not replace physical sample confirmation when that is required. Quantities, production methods, prices and timing remain commercial details to confirm separately within the paid order.
Before you move forward
- A defined sample type and scope.
- Checks relevant to the gift.
- One owner for combined feedback.
- A traceable production reference.
Common questions
Is a short approval message enough?
It can form part of the approval record if it clearly identifies the version and accepted details. A general message without a reference leaves room for conflicting interpretations.
When should a sample be reviewed again?
When a change affects an earlier decision, such as a different product, material, logo or arrangement. Define the new review around the elements that actually changed.
Ready to turn the brief into a shortlist? Explore the catalogue or start a project in Brandkom’s free Gift Design Studio.